A straightforward presentation of how SharePoint fits as a DMS (Document Management System)

1. 201 – SharePoint 2010 as
a Document Management System (DMS)

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3. Foundational ECM
Extend SharePoint DMS/RMS -
Extend Workloads with Partners

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Improve Productivity
Reduce Risks

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10. Document Management Features
Metadata – Drives it ALL
! Content Organization
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11. Document Management Features

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13. Metadata – Drives it ALL

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16. Folksonomy
Managed
Taxonomy
Open Hierarchies
Level of Control
GlobalLocal
Scope

17. Applying Metadata: ‟Tagging”

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20. 
a.
b.
c.

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23. Site Columns
Site Beta
List Columns
Site Alpha
Content Types are made of site columns.
List A
Fruit:
• Bananas
• Grapes
• Apples
List B
Fruit:
• Plantains
• Wine
• Applesauce
Fruit:
• Bananas
• Grapes
• Apples
List A
List C
List D
List B

26. Click the “Site Actions” button
Then, click “Site Settings” at the bottom
of the drop down menu.

27. Click “Site Columns” under “Galleries”
This is the Site Column
Gallery.
Click “Create.”

28. Choosethetypeof
columnyouwouldlike.
Completetheoptions
forthecolumnasyou
wouldforalist.

29. 
o
o
Parent
Child 1 Child 2 Child 3
Backunder“Galleries,”click“SiteContentTypes.”

30. ThisistheSiteContentTypeGallery.
Click“Create.”
OntheContentTypedetailspagegiveyour
ContentTypeauser-friendlyname.
AllContentTypesmusthaveaparent.Choosea
list,document,orothercontenttype,depending
onthepurposeofaparticularContentType.

31. ThisistheContentType
informationpage.
Hereyoucanaddthecolumns
thatarepartofyourContent
Type,andchangeotheroptions
suchas“AssignedTo”whichis
generallytodefinewhatrolein
theorganizationisresponsible,
intheGovernancestructure,for
maintainingaparticularContent
Type(s).

32. We’ve
created a List
Content Type,
now let’s make
a Library
Content Type!
Ifyouchosea“Document“ContentType,
(whichis1ofthe2mostwidelyusedParent
ContentTypesinSharePoint)youcanattacha
documenttoit.
Click“AdvancedSettings.”

33. Navigatetoyourdocumentbyclicking
“Browse,”orpasteinthelocation.
NavigatetotheListorLibrary.
Ontheribbon,click“ListSettings”or“Library
Settings.”

34. Click“AdvancedSettings.”
AtthetopoftheAdvancedSettingsPage,set
“AllowManagementofContentTypes”to
“Yes.”

35. NowyoucanselectyourContentTypeasa
newdocumenttypeontheribbon!
WhenyouselectthisContentType,allofthe
metadatafields(requiredandoptional),
workflows,andotherattributesand
behaviourswillbepropagatedtoanew
document.
Clicking“AddNew”or“AddDocument”will
usethedefaultContentType.

36.  Laura Roger’s blog: Content Types as Statuses
http://www.sharepoint911.com/blogs/laura/Lists/Posts/Post.aspx?List=676af157%
2D7d96%2D4e15%2Da987%2D54b8a3e4d948&ID=49
 Sarah Haase: Content Types for Edit Forms
http://sarahlhaase.wordpress.com/2011/03/21/using-content-types-to-modify-
the-newform-aspx-and-editform-aspx-pages/
 MSDN Blogs: Document Content Types-
http://blogs.msdn.com/b/martinkearn/archive/2006/03/27/561809.aspx
 MSDN Blogs: Best Practices and in-depth overview-
http://msdn.microsoft.com/en-us/library/ee330223(v=office.12).aspx
 Kelly Rusk: Content Type Best Practices
http://blog.concurrency.com/sharepoint/sharepoint-2010-basics-content-types-
and-site-columns/
Some additional Content Type Resources

37. ! Content Organization

38. Library Purpose
Library in a team site Collaboration; easy sharing of content among peers; content control, such as
versioning; SharePoint Server searching.
Library in a portal area Content that is intended for a wider audience in the organization; similar to a
library in a team site, but typically implemented with a more-stringent review
and approval process.
Library in a Document
Center site
A large-scale library useful as an enterprise knowledge base or historical
archive; includes features to help users navigate, search, and manage a large
number of documents in a deep hierarchy by using a set of specialized Web
Parts.
Documents Purpose Author Users Format
Engagement ideas
and requests
Develop new customer
engagements
Project leader Sales
manager;
project
leader
.doc
Proposals Describe a proposed
customer engagement
Project leader Project
managers;
project
team
members;
customers
.doc
Contracts Commit to a consulting
engagement
Lawyer Project
leader;
project
manager;
sales
manager;
customers
.doc

42. Document
Information
Panel (DIP)

43.  User entry in
DIP populates
control in
Office doc
template
 Build
standardized file
names by
concatenating
metadata
 As shown, the
DIP can be quite
simple, or can be
very robust,
depending on the
needs of a
particular
content type

45. Success
1. commonalities
2. Involveusers
3. specificbusinessarea
4. advancedsearch
5. Simplified
6. varietyoftraining
7. Automate
8. contentmigration
9. recognitionprogram
10. scalability SLA

46. $

47. Kind of record Record category Description
Benefit plans, insurance
plans, pension plans
Employee Benefit
Descriptions
Descriptions of all employee
benefit plans.
Payroll timesheets,
supplementary payroll
information
Payroll Records Summaries of hours
worked, overtime, and
salary paid.
Vendor invoices Invoices Records of goods or
services purchased from
vendors.
Product surveys,
questionnaires, training
manuals, training videos
Training Materials Provides internal or external
training.
...
Records Description Media
Record
category Retention Disposition Contact
401k plans Description
of employee
benefit plan.
Web pages Employee
Benefit Plans
X years None Kathi Flood
Insurance
plans
Description
of employee
insurance
plan.
Print Employee
Benefit Plans
X years None Reshma
Patel
Pension
plans
Description
of employee
pension
plan.
Print Employee
Benefit Plans
X years None Reshma
Patel
...

52. All content treated equally